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HomeMy WebLinkAboutMBC 02/01/2018Municipal Building Committee Meeting Minutes February 1, 2018 RECEIVED Location: ° o 't UER iS OFFICE DPW Facility 2818 MAR 12 A 10: 51 SOOC East Street MANSFIELD Mj�SS,, A C H U S E T T S Present: Chris Paquin, Chairman Doug Annino, Member Evan Epstein, Member Maureen Doherty, Member Mark Cook, Associate Member Neal Boldrighini, Associate Member Ron Sellon, Associate Member Also Present: Mike Ahern, OPM/Public Buildings Lee Azinheira, DPW Director Matt Jacques, Facility Director Schools Ed Donoghue, Business Manager Schools Kevin Dumas, Town Manager Gregloynt, KBA Mike McKeon, KBA Frank Archer, Police David Kerr, Police Not Present: Bob Barry, Vice -Chairman Minutes Clerk: Christopher P. Walsh Mr. Paquin opened meeting at 6:06 pm, noting a quorum present. 1. Committee Meeting Minutes for Approval: -01.05.2017 -02.02.2017 -03.02.2017 - 04.06.2017 -05.04.2017-01.10.2018 Mr. Paquin went over the meeting minutes that hadn't been sent to the town clerk previously (these were already approved) that he'll sign tonight. Motion: Approve meeting minutes for past meeting 1.5.17 (Annino/Paquin). Vote is 6-0. Motion: Approve meeting minutes for past meeting 2.2.17 (Annino/Paquin). Vote is 6-0. I I P a g e M BC Meeting Minutes February 1, 2 0 1 8- Motion: Approve meeting minutes for past meeting 3.2.17 (Annino/Paquin; Epstein abstains). Vote is 5-0-1. Motion: Approve meeting minutes for past meeting 4.6.17 (Annino/Paquin; Epstein abstains). Vote is 5-0-1. Motion: Approve meeting minutes for past meeting 5.4.17 (Annino/Paquin). Vote is 6-0. Motion: Approve meeting minutes for past meeting 1.10.18 (Annino/Paquin). Vote is 6-0. 2. Introduction: Matt Jacques and Ed Donoghue Update on IVISBA Curtain Wall Project and Other School -Related Items Involving the Committee Mr. Paquin considered assigning liaison for weekly and monthly updates on the school projects as the committee has done in the past. Mr. Jacques stated he has taken this project and others, for the school, from Mr. Ahern, as his role as facilities director moving forward and the transition went smoothly. Mr. Jacques went over the timeline for the project and said review meetings have been scheduled with Watermark and Baker/Wohl Architects. Mr. Jacques stated OPM Group Watermark changed project managers and never notified him so the project lagged a little but he is getting it back on track. Mr. Jacques mentioned that a schematic design package will be prepared to be given to MSBA in May 2018, that a bid package will be prepared for fall 2018 pending MSBA giving final approval to move forward with the project. It's anticipated that after bids are selected and shop drawings are approved, estimated at January 2019, the project will start the last day of school, summer 2019, and be completed prior to school starting again. Mr. Ahern discussed what he felt was the need to do a very in depth investigation of the existing conditions by removing sections of the work and being as familiar as possible with all existing conditions so no surprises are encountered or as limited as possible and all conditions are captured in the bidding documents. The project was anticipated to cost $1.4 million when estimated by Mr. Ahern in 2016. Handout was supplied from Mr. Jacques to committee members. 3. OPM Report Mr. Ahern reviewed the following: All sign -offs have been obtained from AHJ and a Temporary Occupancy permit has been issued. All furniture has been installed with a few items still outstanding, but they expect to be completed by the end of February. Painting is in touch-up phase. Concrete floor treatments have been completed. Work in progress punch list items are in varying stages and progressing daily. Date to establish formal Punch List for substantial completion has been set. Work for electrical connections to Owner's equipment continues. Doors and hardware are 90% complete awaiting keys and cores (Temp construction in use); card access is scheduled for today. Mr. Ahern continued: Preliminary Test & Balance has been conducted and is ongoing for HVAC. Commissioning is scheduled for 02/05/2018. West Entrance is active. Fish & Game temporary access is relocated. Phase II underground drainage systems are in progress. Two big underground systems are installed. Utility cut-offs to the existing highway garage were completed except for electricity which is needed for abatement. Demolition contractor has 2 1 P a g e MBC Meeting Minutes February 1, 2 0 1 8 - notified Mass DEP of asbestos abatement scheduled for February 5, 2018. BB&BC is in the process of setting up temporary services for the Public Safety building. Construction fence for Phase II has been erected; old entrances are for construction access only. Mr. Ahern discussed the following items in addition to his report. 1. Noted that the selectman wanted to get an update from the committee on costs, budget, project schedule etc. at a meeting tentatively scheduled for Feb 28, 2018. It was discussed to have the Drone video modified to show starting the project thru completion but don't exceed 2-2.5 minutes. 2. Selectman were notified that we anticipated building demo on Feb 15, 2018 and asbestos abatement on Feb 05, 2018 3. Main traffic signals have been experiencing some issues and have been resorting to flash over past couple days. Mr. Dumas had previously questioned why the intersections were not aligned and were offset which causes a difficult intersection. Mr. Ahern explained that we were told by the previous administration that no land takings from neighbor and the engineering firm stated it wouldn't work out with modifying the intersection on the south side of Route 106. Mr. Ahern stated he has asked for a proposal from VHB at the request of Mr. Dumas to relook at the complete intersection and make recommendations to either improve the existing condition or modify the current layout. 4. BB&BC will be issuing a new updated construction schedule on Feb 15, 2018 5. Old highway building has the insurance canceled effective Feb 01, 2018 6. Mr. Ahern stated that there is an invoice this month from Columbia Gas that is being paid thru the project as well as another one coming soon. These 2 invoices will be issued a credit thru the project from BBBC for the heat used until substantial completion in DPW stated as February 01, 2018. Mr. Azinheira asked Mr. Ahern if the gas company was charging for the infrastructure to the site and Mr. Ahern stated no. The infrastructure improvements have no upfront costs based on our gas usage that was estimated by the engineers during design so the gas infrastructure is like a prorated expense over time based on usage. This is similar to what we have done on other projects with Columbia Gas. 4. Architect's Update of Discussion on Monthly Progress Reports and Other Items of Update from GGD Nitrogen System and Dry Piping System Mr. Paquin referred to a letter he sent to KBA regarding the committee's concerns with the lack of content, level of detail and incompleteness of the monthly architect's reports. Mr. McKeon suggested that it may be clearer to have 4 reports, one per week, every month attached in a monthly report. Mr. McKeon did note that the building official requires one per month. Mr. McKeon felt areas of the letter issued (i.e. materials, number of tradesmen onsite,) didn't concern field observation but agreed with including percentage completions in the report of various trades weekly. Mr. Annino said they're not looking for head count but if something like insulation is being done, activities being done on a specific date should be included in the report. It was all agreed that KBA would improve the format, contents of the reports and would do weekly architects reports and combine them into a monthly report. Members of the 3 1 P a g e M BC Meeting Minutes February 1, 2 0 1 8- committee complimented KBA specifically Joe and Greg on their oversight and working with the team to date. Mr. Ahern mentioned that he has been disappointed with the lack of response from GGD specifically the HVAC and Plumbing teams and returning emails when questions come up from the owner or committee. Mr. Ahern did compliment GGD on the responsiveness from the electrical side and stated they have been very attentive to our concerns and requests. Additionally as stated in the letter, Mr. Ahern noted that GGD does very limited inspections and not as promised in the original agreement with Mr. McKeon weekly as the specific trade is working. Mr. McKeon stated he will get GGD in a room and tell them again they need to be responsive and he will start to monitor it. Mr. Paquin stated he feels the same with the lack of response on the Nitrogen Generator and past items that he has asked to get responses on through the OPM. Mr. McKeon stated he will be monitoring the architect's reports and will be talking with GGD and will report back to the committee in the next couple months to update the committee and review the monthly reports. Additionally it was mentioned, KBA needs to look at the weekly project meeting notes and improve on the format. The committee went over the punch list on the architect's report. 5. Proposed or Upcoming Changes/Change Orders/CCDs Mr. Ahern covered the following CCD's from the OPM report: • #018 — Emergency Generator Wiring. • #019 — Finish Exterior Wall Mechanic Foreman's Office. • #020 — Voice/Data Relocation of Outlets (Highway Foreman). • #021—Veeder Root Added Wiring. • #022 — Electric Changes Various Locations. Mr. Ahern further mentioned that PRs will be issued for supply make up air at the Sally Port of the public safety, insulation of the gas pipe at DPW, and traffic preemption piping at public safety. Mr. Ahern mentioned that many of the CCD's issued will be turning into COP's for the next meeting and change order number 9 will be coming soon. 6. Project Logs and Budget Mr. Ahern went over the budget and expense report. Mr. Ahern went over the project contingency log and problems associated with the last change order #8R. Mr. Ahern covered the open proposal requests. Mr. Ahern went over the proposed change order log and the varying responsibilities for each. Mr. Joynt explained the costs for hardware revisions. 7. Monthly Invoices w/ Application for Payment Approved by KBA & OPM Mr. Ahern went over the following invoices and cost for each: BBBC, KBA, NV5, SIGNET (twice), Comcast, Columbia Gas, Creative Office Pavilion, Mohawk, McMaster -Carr, Road Safe Traffic Systems, Global Equipment Company Inc., New Bedford Welding Supply Inc. (twice), ULINE, Stanley Black & Decker, and Milton CAT. All items are in the budget except Columbia Gas (will get credited back). 4 1 P a is MBC Meeting Minutes February 1, 2 0 1 8 - Motion: Approve the monthly invoices for a total of $619,261.73 (Paquin/Annino). Vote is 6-0. 8. Updated Project Schedule/ Status Report on Temp C/O Mr. Ahern went over the following from the OPM report that will be scheduled for February 2018: Commissioning of the DPW building systems; training for the DPW building systems; phase II site work; moving trailers to the lower lot, and asbestos abatement and demolition of the existing highway garage. Mr. Joynt said if the temperature remains below freezing, excavation may be delayed for foundations due to the need to protect the areas from freezing. BBBC will owe us a cold weather plan if they plan to proceed in the cold weather. Mrs. Doherty arrived at 7:43 pm. 9. Public Safety Walkway Modifications - Update from KBA Mr. Ahern went over the sheet presented to the committee, and mentioned that the area highlighted in orange will be heated. This area will be limited to the main walkway only, approx. 8 feet in width, due to the limitations on the heating plant capacity for the building. Mr. Joynt handed out an additional sheet and reviewed the curbing/parking shifting locations with Mr. Ahern and committee. Mr. Joynt mentioned considering adding stamped concrete or pavers near the benches. Chief Sellon stated that the main walkway as described being heated was a great idea and agreed that the other areas, prisoner release, was generally a seasonal operation and agreed wasn't needed. Mr. Ahern mentioned KBA is working on prices and Mr. Joynt said lighting will be the big cost (concrete is just incremental add). Mr. Ahern hoped to get a deduction for the lighting for the building associated with this area and said worst case scenario is putting in light pole foundations and infrastructure to match the lighting fixtures similar to North Common being 12' in height. 10. PR Request Update from KBA for Fire Department Requested Chemical Epoxy Flooring System Chief Boldrighini asked for the Committee's support in this request for the epoxy flooring system. A lengthy discussion occurred between the Chairman, Member Annino and the Chief regarding the merits of this type of flooring system. Mr. Ahern mentioned that KBA is still looking for a cost and haven't issued a PR yet (reviewing with their spec writer). This item will be placed in next month's Agenda for further discussion. 11. Plan Update from KBA for Police Department Request to Install Single Stall Showers in Police Admin Areas (concepts with costs attached) Mr. Ahern explained the quick sketches that Joe did (options 2, 3, 3A 4), the differences between them (i.e. number of showers, back to back toilets, etc.) and the total cost (best guess from KBA) of each. Chief Sellon said they would be ok with either options 3A or 4. Mr. Ahern suggested that if the committee was going to move forward, he would think option 4 would be the best and would allow the 2 unisex bathrooms to be separate from the shower room, which will be a stand-alone single shower unit. Mr. Joynt mentioned that they'll need an option for a formal price (without making a decision). Chief Sellon mentioned and explained the 5 1 P a g e MBC Meeting Minutes February 1, 2 0 1 8 - functionality behind the sketches. Mr. Dumas expressed concerns about being conscious for the taxpayers, whom approved this project, and adding items in after the fact. Mr. Dumas stated that he didn't want to see too many change orders. Chief Sellon said option 4 was preferred from a cost perspective. Motion: Further investigate and get final cost on option 4 (Paquin/Doherty; Annino nay). Vote is 6-1. 12. Update on KBA Recommendations on Canopy Alt Numbers 2 and 4 — Chief Sellon & Frank Archer Have Withdrawn Support for This Chief Sellon mentioned how the recommendations would've increased costs and is similar in size as what they currently have now. Chief Sellon said they have what they need and doesn't believe KBA's recommendations are something he wants to pursue. Chief Sellon stated that in the future they could add on if the town's growth warranted it. 13. Other Items for Discussion Related to Municipal Complex None covered 14. Old/New Business Mrs. Doherty brought up the topic of the start time of the meetings. She informed the Committee that Thursday night was her late night and she worked until 7:00pm and had previously discussed with the Chair that due to the political changes in her place of employment that she was unable to leave early. She asked if the meetings could start at 7:30pm instead of 7:00pm. After a lengthy discussion the committee will again address this issue at the next meeting when Mr. Barry returns and the full committee is present. Mr. Epstein made a request for a one time decision and vote the committee make a meeting time change from a 7:00 pm to 7:30 pm start for the next March 1, 2018 meeting. Motion: Make next month's meeting at 7:30 pm and make final vote on new meetings dates and times going forward (Paquin/Boldrighini). Vote is 7-0. 15. Adjourn Motion: Adjourn the February 1, 2018 meeting at 8:44 pm (Paquin/Annino). Vote is 7-0. Signature Date 6 1 P a g e MBC Meeting Minutes February 1, 20 1 6 -